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Home My Public Portal AboutResolution No. 23-030 - Resolution requiring City Clerk to track City Commission events and prohibit more than 1 special event for same holidaySponsored by: Vice Mayor Ervin RESOLUTION NO. 23-030 A RESOLUTION OF THE CITY COMMISSION OF THE CITY OF OPA-LOCKA, FLORIDA, REQUIRING THE CITY CLERK TO DEVELOP A PROCESS FOR TRACKING CITY COMMISSION EVENTS AND PROHIBITING THE CITY MANAGER FROM EXPENDING CITY FINANCIAL RESOURCES TO SUPPORT MORE THAN ONE SPECIAL EVENT FOR THE SAME HOLIDAY OR THE SAME PURPOS; PROVIDING FOR INCORPORATION OF RECITALS; PROVIDING FOR AN EFFECTIVE DATE. WHEREAS, the City of Opa-Locka ("City") conducts numerous special events to provide the community with opportunities for recreational enjoyment and recognition of noteworthy occurrences. In support of this, the City Commission has approved a Parks and Recreation Department budget in the amount of Ninety -Four Thousand Dollars ($94,000.00) for thirteen special events for Fiscal Year 2022- 2023; and WHEREAS, further, each Commission member has an additional budget of Ten Thousand Dollars ($10,000.00) to be used for special events that are of particular interest to them. On occasion, Commissioners have conducted separate events for the same purpose, resulting in overlap and potentially diluting the effectiveness of other events; and WHEREAS, it is necessary for a policy to be put in place to ensure that Commission members cannot schedule overlapping special events or the same event in any one calendar year. Said policy is intended to allow for broad participation and maximize the effectiveness of the City funds; and WHEREAS, the City Commission desires to require a process whereby all elected officials would be required to announce the desire to hold a special event and if there is no other overlapping event for the same holiday or the same purpose the event may go forth with City funding; and WHEREAS, a Commission member desiring to conduct a special event shall be required to announce the intent to hold an event during the Commission Reports section of a regularly scheduled City Commission meeting. The City Clerk shall then record, track and make an event calendar available to both the City Commission and the City Manager that does not conflict with any other event for the same holiday or purpose; and WHEREAS, the City Commission desires that the City Manager be prohibited from approving any expenditures for a second event pertaining to the same holiday or purpose once a previous event has been recorded and reported by the City Clerk; and Resolution No. 23-030 WHEREAS, the City Commission finds that it is in the best interest of the City to direct the City Clerk to develop a process for tracking City Commission events and prohibit the City Manager from expending city financial resources in support more than one special event for the same holiday or the same purpose within any calendar year. NOW THEREFORE, BE IT RESOLVED BY THE CITY COMMISSION OF THE CITY OF OPA LOCKA, FLORIDA: Section 1. RECITALS ADOPTED. The recitals to the preamble herein are incorporated by reference. Section 2. AUTHORIZATION The City Commission of the City of Opa-Locka hereby requires that the City Clerk develop a process for tracking City Commission events whereby all elected officials would be required to announce the desire to hold a special event consistent with this Resolution. Further, there shall be no overlapping event for the same holiday or the same purpose during any fiscal year. The City Manager shall be prohibited from expending city financial resources inconsistent with the intent and purpose of this resolution. SECTION 3. SCRIVENER'S ERRORS. Sections of this Resolution may be renumbered or re -lettered and corrections of typographical errors, which do not affect the intent of this Resolution may be authorized by the Interim City Manager, following review by the City Attorney, without need of public hearing, by filing a corrected copy of same with the City Clerk. SECTION 4. EFFECTIVE DATE This Resolution shall take effect upon the adoption and is subject to the approval of the Governor or Governor's Designee. PASSED and ADOPTED this 8th day of March, 2023. John H. i aylor J ., Mayor 2 Resolution No. 23-030 ATTEST: a Flores, City Clerk APPROVED AS TO FORM AND LEGAL SUFFICI NCY: Burnad tt: orris- eks, P.A. City Attorney Moved by: Commissioner Kelley Seconded by: Commissioner Bass VOTE: 5-0 Commissioner Bass YES Commissioner Kelley YES Commissioner Williams YES Vice Mayor Ervin YES Mayor Taylor YES 3 City of Opa-locka Agenda Cover Memo City Manager: Darvin Williams CM Signature: �(� Commission Meeting Date: 03.08.2023 Item Type: (Enter X in box) Resolution Ordinance Other X Fiscal Impact: (Enter X in box) Yes No Ordinance Reading: (Enter X in box) 1s, Reading 2nd Reading X Public Hearing: (Enter X in box) Yes No Yes No X X Funding Source: Account# : (Enter Fund & Dept) Ex: See Financial Impact Section Advertising Requirement: (Enter X in box) Yes No X Contract/P.O. Required: (Enter X in box) Yes No RFP/RFQ/Bid#: X Strategic Plan Related (Enter X in box) Yes No Strategic Plan Priority Enhance Organizational Bus. & Economic Public Safety Quality of Education Qual. of Life & City Communication Area: Strategic Plan Obj./Strategy: (fist the specific objective/strategy this item will address) X is Dev • NI MI linage in III Sponsor Name VM Ervin Department: City Commission Short Title: A resolution authorizing the City Clerk to develop a process by which to track Commission events and prohibiting the City Manager to expend City resources for the purpose of financially support more than one special event for the same holiday or purpose in a single calendar year. Staff Summary: Issue / Recommendation: Individual Commission member discretionary special events may overlap, diluting their effectiveness. Staff recommends that a process be established to allow better coordination. History: The City conducts special events to provide the community with opportunities for recreation, enjoyment and recognition of noteworthy occurrences. In support of this, the Parks and Recreation Department has a special events budget of $94,000 for thirteen events approved by the City Commission as part of the adoption of the FY 23 Annual Budget. Additionally, each Commission member has a budget of $10,000 to be used for additional special events that are of particular interest to them. On occasion, Commissioners have conducted separate events for the same purpose, with the resultant overlap potentially diluting the effectiveness of the events. Current Activity: It is recommended that a procedure be put in place to ensure that Commission members don't schedule overlapping special events. It is recommended that at least 60 days prior to a Commission member conducting a special event, the intent to do so be announced as part of Commission Reports. The City Clerk will keep a record of announced event and keep the Commission and the Manager informed of special events planned by each Commissioner member. This legislation would prohibit the Manager from approving any expenditures for a second event of the same purpose or in recognition of the same holiday once a previous event has been recorded and reported by the City Clerk. It is believed that this will enable the broadest possible portion of the community to participate in a single event, maximizing the effectiveness of the City funds expended for the event. Financial Impact: No additional expense will result. This recommendation should improve the effectiveness of the funding for Commission member discretionary special events. Proposed Action: Staff recommends that the City Commission approve a process to improve the coordination in the conducting of Commission members discretionary special events. Attachment: